Manage your bosss emails and phone calls like a pro

Manage your bosss emails and phone calls like a proAs an assistant, you will often be asked to manage your bosss correspondence, including emails. This can often be a tricky task, particularly because its hard to know the correct tone to strike. Should you write in your voice? In his or hers? What if your boss just leaves it up to you?Representing someone else is a huge responsibility, but one you can weather with dignity and poise. Here are a few things to keep in mind to make aya you dont lose the privilege or fumble the ball.Keep it confidential.It should go without saying that whatever you read in your bosss email isnt meant to be repeatedto anyone. Dont discuss personal items you might come across with anyone, least of all your boss (unless he brings something up). And dont blab about professional developments within your company to your colleagues eithernot even to warn them of impending changes.When in doubt, ask.Dont just accept the email task as yours, silently and resolutel y. Ask questions. What is it she wants you to accomplish? Are you authorized to unsubscribe her from unnecessary mailing lists? Are you monitoring so she doesnt have to weed through everything, or are you actually in charge of triaging, organizing, and (eep) responding. And, if so, how would she like you to do thatas yourself (Sincerely, Your Name, Personal Assistant to Her Name) or as your boss? The mora you know going in and the more you two are on the same page, the fewer misunderstandings will crop up.Read them, and take notes.Even if some of this stuff might be over your head, the more you know, the more you can help. Make sure to read carefully and have a sense at any given time of whos asking for what and which things need to happen first. Make sure to note impending deadlines, appointments, timely actions, etc., and flag them immediately. Make note of these in your own calendar, as well as in your bosss. That way you can send reminders.Stay professional.When discussing the c ontent of these emails with your boss or when responding to them yourself, make sure to act the part. Be every bit as professional and polished as your boss is. Remember, you are acting on his behalf.Come up with a system.If youre given the leeway, try to come up with a system that will work for both of you. For example, you can file everything non-essential into folders like Junk, Personal, and News. Then everything else is work stuff and you can both focus on that. Come up with a flagging systemusing different colors or labelsso you can communicate to each other what needs to be done first. Keep it sensible and simple.Check twice.Make sure to bookend your workday by checking emails first thing and then going through for anything urgent at the end of the day. Making sure you do a thorough check in the morning and the evening means that whatever system you came up with for organizing will keep functioning smoothly, rather than falling apart overnight.Stay cool.Dont bother your boss with a question every time you arent sure what to do with a given emaileven at the beginning. Try instead to keep a running list of questions you want to ask and save them for the end of the day. In a few days, youll find you have far fewer questions.Dont forget to do your own work.Dont let your bosss emails swallow your whole work day, eclipse your projects, or make you neglect your own inbox. Develop a system that works for you so that you can balance both of your correspondences. This will make the arrangement more stable and sustainable for both of you.